Payroll Administrator

JOB TITLE:                                      Payroll Administrator / Staff Accountant

SUPERVISOR:                                 Controller / Business Office Manager

SALARY CLASSIFICATION:       Hourly 

General description:

Responsible for the efficient operation and reporting of all aspects of the payroll functions and assists Controller in preparing monthly financial statements.

Essential Job Functions:      

1. Process weekly payroll using the time and attendance system and/or payroll processing system currently utilized
2. Process various payroll related forms, personnel data and other information on all employees
3. Maintain all files and reports for payroll, electronic banking, taxes, garnishments, and other deductions
4. Prepare and/or update various payroll-related monthly, quarterly and annual reports and/or schedules, as needed including employee W-2's and quarterly 941s
5. Maintain records on holidays, birthdays and anniversaries paid to employees and holidays saved for further use
6. Work with payroll software vendor and other outside consultants as necessary to prepare labor reports
7. Prepare other reports required/requested by management using current payroll software and/or Excel software
8. Work with other accounting personnel on various duties
9. Act as resource person when other departments need information regarding payroll
10. Exercise good judgment regarding the maintenance and distribution of sensitive information
11. Assist in preparation of payroll budgets for various departments as needed
12. Process internal and external inquiry requests
13. Communicate with employees on all changes which may affect payroll on an individual basis for all employees
14. Accumulate and maintain statistical reports as required by internal and external requestors
15. Maintain all 401(k), weekly, monthly and annual activity. Create accrual uploads and 401(k) deferral reports, transmit 401(k) funding, assist with the annual audit, 5500 preparation, and reporting to employees

1. Interface with insurance vendors regarding Short Term, Long Term and Life Insurance related employee paid benefits. Reconcile monthly insurance invoices & investigate any discrepancies.
2. Analyze general ledger accounts monthly, as assigned by Controller
3. Assist in the yearly audit and all other audits as required
4. Performs any job related duties as directed by Supervisor

Key Characteristics:

1. Demonstrates neatness, accuracy and dependability.
2. Contributes, develops and carries out new ideas.
3. Demonstrates an ability to work with others.
4. Ability to work independently.
5. Ability to work in cost and time efficient manner.
6. Teaches skills and knowledge to new staff.
7. Wears appropriate clothing/uniform. Appearance is neat and well kept.
8. Relates well with residents; is friendly and pleasant.
9. Demonstrates good safety habits­—uses equipment appropriately.
10. Attendance/punctuality—comes to work when scheduled and on time.
11. Attends required in-services.

Work Area and Work Conditions:

Finance Office.  Generally quiet area but subject to frequent interruptions.

Entry Level Qualifications:

·            Minimum two  years experience using payroll processing software

·            Proficiency in Microsoft Office Suite, concentration on Excel

·            Must be able to operate a computer, typewriter and an adding machine with a high level of expertise

• Extremely detailed oriented and able to perform duties with consistent accuracy
• Possess excellent organizational skills and have the ability to multitask and  follow through on assignments
• Able to create, and revise reports for business
• Works at the highest level of confidentiality and integrity.

Physical Requirements (With or without reasonable accommodation):

• Must be able to move continually throughout the day
• Must possess sight/hearing senses, or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met
• Must be able to operate a computer, typewriter and an adding machine with a high level of expertise
• Able to sit for extended periods of time.